digital literacy training · a relative reference is the default and simply uses the cell address,...

Digital literacy training

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Excel

Working with data in Excel

2019



© The Australian National University

This work by The Australian National University is licensed under a Creative Commons

Attribution-Non-Commercial-No Derivative Works 4.0 Australia License.

creativecommons.org/licenses/by-nc-nd/4.0



Table of Contents

Handy Shortcuts for Working with Data ..................................................................... 1

Move around… ........................................................................................................... 1 Advanced Methods for entering data ........................................................................................ 1 Freeze panes ........................................................................................................................ 2

Formulas and functions .............................................................................................. 3

Cell referencing .......................................................................................................... 3

Formulas ................................................................................................................... 3 Arithmetic operators .............................................................................................................. 3 Order of evaluating operators ................................................................................................. 3 Type a formula...................................................................................................................... 4

Functions .................................................................................................................. 4 Function Arguments dialog box ............................................................................................... 5 AutoSum function .................................................................................................................. 5 Type a function ..................................................................................................................... 5 Copying and pasting the results of formulas ............................................................................. 5

Absolute and Relative Cell Referencing .......................................................................... 6 Relative cell referencing ......................................................................................................... 6 Absolute cell referencing ........................................................................................................ 6

Sort and Filter ............................................................................................................ 7

Sorting data .............................................................................................................. 7

Filtering data ............................................................................................................. 8 Applying the filter headers ...................................................................................................... 8 Filtering the data ................................................................................................................... 8 Custom Filters....................................................................................................................... 9

Format a worksheet ................................................................................................. 10

Formatting categories ............................................................................................... 10 Access the formatting tools................................................................................................... 10 Formatting Options .............................................................................................................. 11

Print a worksheet ..................................................................................................... 12

Charts overview ....................................................................................................... 13

Create a chart .......................................................................................................... 13

Identify chart elements ............................................................................................. 14

Modify a chart using Chart Tools .............................................................................. 15

Chart tools shortcut buttons ...................................................................................... 15

Design tab ............................................................................................................... 15 Change the chart type ......................................................................................................... 15 Swap series and categories .................................................................................................. 15 Change the layout for a chart ............................................................................................... 16 Change the chart colours and style ........................................................................................ 16

Format tab .............................................................................................................. 16 Format parts of a chart ........................................................................................................ 16

Other common chart modifications ........................................................................... 17

Change the selected data range ............................................................................................ 17 To amend a data range: ....................................................................................................... 17

Add a secondary axis to a chart ................................................................................. 17



Create a Chart with a Secondary Axis ......................................................................... 18 Axis scaling ........................................................................................................................ 18

Error bars ................................................................................................................ 19

Moving a chart to different worksheet ......................................................................... 20 Moving a chart to a dedicated chart sheet .............................................................................. 20 Embedded charts or separate chart sheets? ............................................................................ 20

Chart types and use .................................................................................................. 21

Pivot Tables .............................................................................................................. 22

Organise data ..................................................................................................................... 22 Create a Pivot Table ............................................................................................................ 23 Pivot Table layout screen ...................................................................................................... 23 Using the field area ............................................................................................................. 24 Change function for data items ............................................................................................. 24 Add a report filter ................................................................................................................ 24 Refresh data ....................................................................................................................... 25 Using field settings .............................................................................................................. 25 To remove subtotals ............................................................................................................ 26 [OPTIONAL] Grouping Pivot Table data .................................................................................. 26 Creating data calculations .................................................................................................... 27 Creating a calculated item .................................................................................................... 27

Shortcut keys ........................................................................................................... 28

Other resources ........................................................................................................ 29

Workshop files

Located at:

ql.anu.edu.au/training

https://ql.anu.edu.au/training


Digital literacy training 1

Handy Shortcuts for Working with Data

Move around…

Worksheet: “Moving & Selecting”

Apart from being able to use the arrow keys and mouse to scroll through a worksheet, here are a few handy Keyboard Shortcuts:

Move within a worksheet

Ctrl + Home..... moves cursor to cell A1

Ctrl + End ....... moves cursor to end of data in active worksheet

Home .............. moves cursor to beginning of current row

F5 .................. opens Go To dialog box

Move within a

region

A region is a block of data on the sheet

Ctrl + .......... moves the cursor to the end of the region

Ctrl + .......... moves the cursor to the beginning of the region

Ctrl + .......... moves the cursor to the top of the region

Ctrl + .......... moves the cursor to the bottom of the region

If there is blank cell in the region – press the keystroke until the end or beginning is reached.

Advanced Methods for entering data

Pre-select cells to enter data

1. Select the required cells > type the data (you can select non-contiguous using Ctrl+Click also).

2. Press <enter> or <tab> to lock in the data and move the cursor on. .

Create a new line within a cell

3. Press Alt + Enter

Select data within a worksheet

Ctrl + click ....... cells, row numbers or column letters to select non-contiguous cells / rows / columns

Shift + Spacebar ...... Select a row

Ctrl + Spacebar ........ Select a column

Ctrl + A ................... Select entire worksheet

Shift + Home ........... Select from current cell to beginning of row

Select data within a

region

Combine the keystrokes above with the Shift key and data will be selected

to the end or beginning of the range

Ctrl + Shift + or or or

Ctrl + Shift + * ............. selects the whole current region (NOT the asterisk on the Number pad)


2 Digital literacy training

Auto Fill

When a cell or cell range is selected a small black box appears at the bottom right

corner of the last cell.

This box can be used to fill adjacent cells with content related to the selected cell(s).

It can:

copy the cell(s) copy just the formatting of the cell(s)

fill a series based on the active

cell(s)

copy or fill a series without copying the

formatting of the cells(s)

1. Hover the cursor over the small black box at bottom right corner of the

selected cell(s). The cursor will change to a <+>

2. Hold down the Left mouse button and drag to adjacent cell(s) (down and/or right)

3. Click the small dialog box and select the required Auto Fill option

TIP: Double clicking on the small black box will autofill down to the end of data in the column immediately to the left of the active cell.

Freeze panes

When more data than can be seen has been entered on the screen, the row labels and column headings may scroll off the screen and disappear.

Freezing Panes provides a method of keeping the first one or more columns and / or rows on screen and in view. It allows the user to be more accurate when entering and reviewing data.

Freeze the top row or first column

1. Click anywhere in the region. 2. Activate View tab > Window group. 3. Choose Freeze Top Row or Freeze First Column.

Freeze both rows and columns at the same time

1. Click in the cell directly below the row and directly to the right of the column to be frozen, e.g. cell B2.

2. Activate View tab > Window group. 3. Choose Freeze Panes.

To unfreeze all rows and columns

1. Click anywhere in the region. 2. Activate View tab > Window group. 3. Choose Unfreeze Panes.

Tip: When panes are frozen the Freeze Panes option changes to Unfreeze Panes



Formulas and functions

Cell referencing

Cells are named by combining the column letter and the row number. Called the cell reference or cell address, it is the intersection of the Column Letter (e.g. A, B, etc.) and the Row Number (e.g. 1, 2, etc.). The address of the top left cell in an Excel spreadsheet is therefore A1. Selecting a cell will display the cell address in the Name Box (on the left of the Formula bar).

Using the cell address i.e. cell reference is the preferred method for specifying data when building

formulas.

Formulas

A formula is a calculation of values and/or cell references.

Formulas are built by combining a mixture of numbers, cell addresses, operators (listed below) and Functions.

A formula MUST begin with ‘=’ and have no spaces

Arithmetic operators

Example

+ addition =A1+B1

- subtraction =A1-B1

/ division =A1/B1

* multiplication =A1*B1

% percent =A1%*B1

^ exponentiation =A1^2

Order of evaluating operators

If a formula performs more than one operation Excel needs to know in what order to perform those

operations to ensure the correct answer is obtained. To recap, the order of arithmetical operations is as follows:

Parentheses All calculations within these are completed first Negation Making a number negative precedes any other operations Percent Percentages are calculated next, so result is used in remaining calculations

Exponentiation Exponents (50^3, which is 50 cubed) next Multiplication After parenthetical and before all other calculations Division Follows any multiplication and is on the same level of precedence as

multiplication Addition Performed after all divisions

To alter the order of evaluation use Parentheses to group expressions in a formula:

Formula result

=(1+2)*3+4+5 18

=1+2*3+4+5 16

=1+2*(3+4)+5 20

=1+2*(3+4+5) 25

=(1+2)*(3+4)+5 26



Type a formula

Worksheet: “Formula_1”

When entering a formula into a worksheet observe the following rules.

Always start with the = sign Never include spaces If parentheses are used, they are always in pairs The formula can be typed out longhand, e.g. =22+33+44 (not an efficient method). You can enter the formula by typing in the Cell References e.g. =B2+B3+B4 You can use the mouse to select the cells you wish to include in the formula instead of typing them in.

Example To add the numbers in cells B2 to B4 a formula may be typed in cell B5. 1. In B5 > type = 2. Select the first cell to be included > type + > select

the next cell to be included > repeat until all cells are referenced. (B2+B3+B4)

3. Once all required cells are referenced > press <Enter> to see the result in B5.

Example

To calculate 5% of the value in cell B5 in cell B6.

1. In C5 > type = 5%* 2. Click on cell B5 to enter its reference into the

formula. 3. Press Enter key to see resultin cell C5.

The Formula bar displays the formula.

Functions

Worksheet: “Formula_2

Functions are built-in to Excel. They can be used to perform a wide variety of calculations. They are a

tool that can be used within a formula.

There are a vast number of built-in functions within Excel and the list is growing with every new version. They are categorised by discipline (e.g. Financial, Statistical, Lookup, Logical, etc.).

Built-in functions can be accessed by

selecting Insert Function on the Formula tab

selecting from the Function Library group

There are three ways of entering a function:

Using an ‘Auto’ function Typing the function name Using the Function dialog box



Function Arguments dialog box

Each element required by the syntax of the function is listed separately

A definition of its purpose is provided.

A result for each element is provided as you make your choices.

A formula result is also provided to guide your understanding of the choices you make.

If the box gets in the way, select the Collapse button to the right of the

argument.

Tip: The Help on this function aid is very useful.

AutoSum function

The most commonly used Function is AutoSum. This function will try to predict the cells it is to ‘add’ so the cursor should be placed exactly under or beside the cells to be calculated.

Example – use the formula_2 worksheet

Position the cursor in the cell where the calculation is required.

1. Activate the Formulas tab. 2. In the Functions Library group. 3. Select the AutoSum button > press <Enter>.

OR

1. Activate the Home tab. 2. In the Editing group > Select the AutoSum

button > press <Enter>.

Tip: pressing ALT + = will also activate the AutoSum function.

Type a function

1. Position the cursor where the calculation is to be placed. 2. Start typing =sum > as soon as the required function name is highlighted > press <Tab>. (This

inserts the first parenthesis.) 3. Select the first cell to be referenced > type a comma > repeat until all required cells are listed

(finish with a cell reference, not a comma) > press <Enter>. (This inserts the closing parenthesis.)

Note: If the cells to be calculated are contiguous (adjacent to each other, drag across the range rather than clicking

and typing. If the cells are not contiguous, use the < CTRL > and click on the appropriate cell and Paste CTRL+V.

Copying and pasting the results of formulas

Sometimes you want to copy the results of your formulas and paste them somewhere else in Excel, but if you simply “copy and paste” you will be pasting the formula and NOT the result. You can use Paste Special instead to paste the values of the result only:

1. Select the cells containing the formula results, and copy them by either right-clicking on the selecting and choosing “Copy” from the menu, or use the short-cut keys CTRL+C.

2. Right-click on the cell where you want to paste the values, and select from the Paste Special from the menu, and click the Values radio button, then OK.

OR



You can right-click on the cell where you want to paste, and choose from the Paste Options the

Clipboard symbol with 123 on it.

Absolute and Relative Cell Referencing

Worksheet: “Rows & Columns”

Relative cell referencing

A Relative reference is the default and simply uses the cell address, e.g. A1.

Simple formulas often use Relative Cell Referencing. The position of cells referred to in the formula are relative to the active cell (the selected cell). If that formula is copied to another location, Excel updates the cell references ‘relative’ to the new location.

Example - Use the rows & columns worksheet

1. Select the District total cell G14 > Autosum the North District total. 2. Autofill to the three cells below. (G15,G16,G17)

When the formula in G14 =SUM(C14:F14) is copied to G15 it will change to =SUM(G15:F15). G15 will now correctly total the cells immediately to the left. The references in the District totals for East and West adjust as well. This is because the

original formula in G14 was created using relative references

Absolute cell referencing

Absolute cell referencing is used when a particular cell needs to be referenced. The formula can be copied to any other part of the worksheet and will always reference the required cell.

To make a cell reference Absolute, a (dollar) $ symbol must precede the column letter and the row number, e.g. $A$1.

Create an absolute reference

1. Click within the cell reference in the formula bar. 2. Press F4. (This adds $ symbols in front of the column letter and the row number.)

Tip: Keep pressing F4 to cycle the $ symbol between the letter, number and to switch off and on.

Example - Use the rows & columns worksheet

1. Select the Bonus total cell H14 > create a formula to calculate the bonus for North. =G14*K14 (When this formula is copied/autofilled down the calculation will be incorrect.)

2. To create the absolute reference to cell K22 > select H14.

3. In the Formula bar > click in the K14 reference > press F4. (This will add $ symbols in front of H and 14. $H$14.)



The formula can now be copied/autofilled down and will always reference cell K14.

Note: The dollar $ symbol can also be typed.

Mixed referencing

Mixed references can be created by preceding only the column or row component of the address with a $ symbol. When the formula is copied the Relative part of the formula will adjust relative to the new position and the Absolute part will not. eg

$A1 creates a reference where the column reference is absolute but the row reference is relative to the position of the formula. A$1 creates a reference where the column reference is relative to the position of the formula but the row reference is absolute.

Sort and Filter

Worksheet: “Functions”

Sort and Filter tools are available to make data analysis easier.

Caution should be used when sorting data as a mistake can render the entire worksheet invalid as there may not be a way to sort back to the original order. If the result is unexpected > use Undo to restore the region.

Filters are a safer tool and provide powerful options.

Sort and Filter options can be accessed from two places.

The Home tab > Editing group > Sort & Filter

The Data tab > Sort & Filter group

Sorting data

Sort by one column at a time:

1. Activate the Home tab > Editing group > choose a Sort option.



Sort by multiple columns:

The Custom Sort feature allows for:

multiple sorts within sorts

sorting by cell colour

sorting by font colour.

1. Select the data range to sort (not just the columns you want to sort by)

2. Activate the Data tab > Sort & Filter group > Sort. (This opens the Custom Sort option)

3. Tick the “My data has headers” box

4. Sort by Course, then click “Add Level”

5. In the new line, sort by Surname, then click “Add Level”

6. Then sort by Initial <OK>.

This will sort by Course, then within Course it sorts by Surname, and within Surname by Initial

Filtering data

Filters can be applied to columns which allow only certain data to be viewed. A list of all the unique values in each column is displayed.

Applying the filter headers

1. Select the row containing the Column Headings 2. Activate the Data group > select the <Filter> button

(The column headings now have a drop-down arrow.)

Note: Your headings MUST be in the first row of the data set.

Filtering the data

1. Select the drop-down arrow in the column heading of interest. 2. Un-tick the Select All checkbox > select a criteria checkbox to view just

those rows > <OK>.



Redisplay all data in the column

1. Select the drop-down arrow in the column heading.

2. Select the Select All checkbox.

Custom Filters

Custom filters can be applied to a column to select multiple values which meet certain criteria.

Specific Custom Filters can be applied to columns with either Number or Text values.

Example – use the functions worksheet

This example uses the number filter in column I. Then grades can be applied in column L.

1. Select the filter arrow in the Total column (column I) > Number filters > choose an option to filter by.

2. Type the appropriate grade in column L and use autofill to fill all cells.

3. Repeat filtering column I for each score below.

Less than 50 = Fail

Between - greater than or equal to 50 and less than 60 = Pass

Between - greater than or equal to 60 and less than 70 = Credit

Between - greater than or equal to 70 and less than 80 = Distinction

Greater than or equal to 80 = High Distinction

Custom Autofilter

Two criteria can be applied at once. Wildcards can be used

o ? represents any single character o * represents any series of characters



Format a worksheet

Formatting categories

Cells can be formatted with attributes in six categories.

Number - all number formatting and custom formatting.

Alignment - for text orientation, text wrapping within a cell, merging cells and positioning of text.

Font - for changes with point size, type, colours and effect.

Border - to apply borders and line styles.

Patterns - changes to colour and background of cells.

Protection – unlock/lock cells and turn hidden on/off used with worksheet protection.

Access the formatting tools

Select cell(s), column(s), row(s) or worksheet

Method 1 1. Click Right mouse button. 2. Select Format Cells.

Method 2 1. Activate Home tab > Cells group. 2. Select Format Cells.

Method 3 1. Activate the Home tab.

2. Select a launcher button from the Font or Number group.



Formatting Options

Formatting options can be applied to a cell, a range of cells, a column or row, or ranges of columns and

rows, or entire worksheets.

Number Formatting

There are number formats that allow the presentation of numeric data as in a variety of ways.

Dates are stored in Excel as the number of days since 1 January 1900 (e.g. 40210 = 1 February 2010). By default, dates are recognized when entered and formatted to display with an appropriate date format.

Numbers may need to be stored as Text (e.g. ID Numbers).

Alignment Formatting

Data can be formatted to display anywhere in the cell and in any direction.

Wrap Text is useful for fitting the contents of a long heading

into a narrower space. The height of the row of the cell is doubled to fit the text.

Merge Cells allows the content of a cell to occupy the space of adjacent cells.

Font Formatting

Standard MS Office Font formatting options are available.

Border Formatting

Borders can be applied.

This is useful for differentiating data.



Fill Formatting

Background colours and patterns can be applied.

This is useful for differentiating data.

Protection Formatting

By default, all cells in a worksheet are locked

Locking cells or hiding formulas has no effect until you protect the worksheet (Review Ribbon, Changes Group, Protect Sheet).

Tip: Try to design your worksheet without blank rows and columns. An attractive layout is possible by using the formatting options above. Blank rows and columns will decrease the usefulness of some Excel functions.

Print a worksheet

Before printing a worksheet the layout of the printed worksheet can be defined.

1. Activate the Page Layout tab. 2. Select various buttons to format before printing. (The most useful are the <Orientation> button,

Scale to fit group and Sheet option group.)

OR

Select the Launcher in the Page Setup group to view and make changes.

When the Page tab is selected the following

options are available.

When the Margins tab is selected the following

options are available.



When the Header/Footer tab is selected the

following options are available.

When the Sheet tab is selected the following

options are available. To print headings on each

page – Select Row area under Rows to repeat at top: and Select Columns to repeat at left

Charts overview

Worksheet: “Display Data”

A chart is used to give a graphical representation of data in a worksheet. When first created it is placed on the same worksheet as the data.

The chart is linked to the data which it has been created from and will be updated automatically whenever a change to the worksheet data is made.

If the chart is not linked to the worksheet data it is created from, but has been copied and pasted into

another application (e.g. MS Word), it may not be updated automatically when the worksheet data change.

Note: You will need to create summary statistical tables. If you want to chart statistics such

as means, totals, percentages etc. Excel will not automatically chart this from raw data.

Create a chart

1. Select the data to chart.

This can be accomplished by dragging the mouse across the data with the left mouse button depressed

Alternatively, click the top left cell in the series and then Shift + click the bottom right cell in the series, OR

Click one cell with the data and press Ctrl+*. This will select all contiguous data cells.

Note: If you want to include labels for your data, select the cells containing these as well. If you forget you can always add this later by modifying the Selected Data Range (see p.5).

Note: In your selection you should include column headings. Every column should have a unique header.

You now have a number of options



2. You can use the Quick Analysis tool that appears at the bottom right corner of a

selected range to create a Quick Chart

OR

If you are uncertain about the best type of chart to use for the selected range of data you can use the ‘Recommended Charts’ feature (from Insert > Charts)

OR

In addition, you can select from a number of chart types (from Insert >

Charts > drop-down options) with which to display the data. Inspect a preview of each chart type as you hover above it with the mouse.

Identify chart elements

Element Description

Chart area The total chart area including all related elements.

Plot Area The area in which Excel plots data.

Data Point The plotted value associated with a category of data. A data point can be a bar, a line, a piece of pie etc.

Data Labels Information displayed at data points to indicate value.

Data Series The plotted range.

Chart Title The title given to the chart.

Value Axis Usually Y-Axis and 3-D charts can also have a Z-Axis (vertical axis) showing the values by which the data series is measured.

Category Axis The X-Axis (horizontal axis) plots the category of data series.

Legend Displays a description of what each category represents.

Tick Marks Markers used as separators on both axis.

Category Axis Title Describes the category of the plotted data (X-axis).

Value Axis Title Describes the value against which the data is plotted (Y-axis).

Trendline Shows the trend of the data series.

Chart elements



Modify a chart using Chart Tools

Once the chart is inserted, the Chart Tools ribbon appears with two tabs:

Design

Format

Tip: To display the Chart Tools, click inside the chart. When clicking outside the chart, the Chart Tools are not displayed.

Chart tools shortcut buttons

Chart Elements, Chart Styles and Chart Color, and Chart filtering options are also available from the three chart

tools buttons that appear to the right of the chart. Each of the tools displays a series of commands or options on a fly-

out menu that appears to the right when the tool is clicked. Hover the mouse pointer over each of the options and watch how Live Preview makes changes to the chart.

If you double-click on the chart, a new window pane opens to the right of the worksheet, and it will provide the appropriate editing options according to the area of the chart you click on.

Design tab

The Design Tab consists of five command groups.

Chart Layouts Type

Chart Styles Location

Data

Change the chart type

To change the Chart Type for an existing chart.

1. Click in the chart

2. Choose the Design tab > Type Group > Click Change Chart Type

3. Choose a different type of chart

Swap series and categories

To change the chart view by swapping Series (represented by the rows in your data table) and Category data (represented by the columns in your table).


2. Choose the Design tab > Data group > Click Switch Row/Column



Change the layout for a chart

To change the options for a particular type of chart, choose between other predesigned layouts in the gallery.

These affect the look of the axis title, data table, gridlines, data labels and more.


2. Choose the Design tab > Chart Layouts group > Quick Layout drop-down

Change the chart colours and style


2. Choose Design tab > Chart Styles group

Change Colors drop-down or More button to change chart style

3. Choose a different colour set and/or style

Format tab

The Format tab consists of five groups.

Current Selection WordArt Styles

Insert Shapes Arrange

Shape Styles Size

Format parts of a chart

Charts comprise of different elements, e.g. series, plot area and labels. Each of these can be formatted separately to achieve a customised chart.

To format any part of the chart

1. Click in the appropriate chart element or choose it from the drop-down

at the top of the Current Selection group, e.g. Series Classes

2. Click Format Selection and make the required changes on the formatting panel that expands on the right of the view (e.g. change the line colour and width)



Other common chart modifications

Change the selected data range

For example, if a new series (row) of data is added for Semester 3 (for a 2 year course)

1. Click the chart

2. Choose the Design tab > Data group > click Select Data

Tip: Alternatively, right click on the chart and choose ‘Select Data’

To amend a data range:

Click <Switch Row/Column> button to swap the rows and columns in the chart

Select a series name > untick the box to remove the series from the chart or click <Remove> button to make it unavailable to the chart (you can always bring it back later). (The data is not removed from the worksheet.)

Select a series or category > click the <Edit> button and make required changes to the data range

Click the <Hidden and Empty Cells> button to display any data where the row or column has been hidden (This does not display the actual data on the worksheet.)

Click the <Edit> button in the Horizontal (Category) Axis Labels box to select the cells that contains

the labels for your data points

Add a secondary axis to a chart

To compare two sets of data with different units or that have very different low and high values.

Example of a chart with a secondary axis



To create the secondary axis

1. Click inside the chart and on the data series that you want to plot along a

secondary vertical axis, or choose the data series from the drop-down at the top of the ‘Current Selection’ group of the Format tab, e.g. Series “Classes”

2. Click the <Format Selection> button in the ‘Current Selection’ group

3. On the ‘Format Data Series’ panel that opens click the Series Options

button and then select <Secondary Axis>

4. Change the Gap Width if there is a chance one series will hide another series

Create a Chart with a Secondary Axis

With the series selected

1. Select your data, then select Insert>Chart.

2. From ‘All Charts’ tab choose ‘Combo’

3. Select the Line from the drop-down. You can also tick the ‘Secondary Axis’ option here.

4. When the Chart is selected, click on the Plus icon on the right and select ‘Add Axis Titles’ so you can label

both Y axes and the X axes.

Axis scaling

The scaling of the axes controls visual characteristics. The X and Y axes have different options for scaling, as one represents categories and the other represents values.

Value Axis

1. Select the Y-Axis (vertical axis) or choose the component from the drop-down at the top of the ‘Current Selection’ group of the Format tab, i.e. ‘Vertical (Value) Axis’


3. On the ‘Format Axis’ panel that opens click the Axis Options button

4. Make appropriate changes



OR

1. Right-click on the Y (vertical) axis

2. Select Format Axis


Category Axis

1. Select the X-Axis (horizontal axis) or choose the component from the drop-down at the top of the ‘Current Selection’ group of the Format tab, i.e. ‘Horizontal (Category) Axis’


3. On the ‘Format Axis’ panel that opens click the Axis Options button


OR

1. Right-click on X (horizontal) axis

2. Select Format Axis


Error bars

Worksheet: “Error Bars”

Error bars are used in statistical or scientific data to show potential error or degree of uncertainty relative to each data marker in a series. The automatic error bars for standard errors and standard deviations will be incorrect because they are based on totals rather than raw data. To plot means and correct standard errors you need to calculate means and standard errors before creating the chart.

Course Mean SE

BA LLB 12.13 0.66

BASLLB 13.25 1.07

BECLLB 13.88 1.43

BSCLLB 15.75 1.44

LLB 12.67 1.14

LLB(G) 12.13 1.23

To add error bars

1. Create a line chart of the means for each course.

2. Click on the chart and select the Chart Elements tools next to it

3. Tick ‘Error Bars’ and select ‘More Options’ from the fly-out menu

4. Choose ‘Custom’ in the ‘Error Amount’ area, and click <Specify Value>.

5. Then select the standard error data series for BOTH the positive and negative ‘Error Value’ boxes. Then click <OK>



Error bars are added to the graph.

Tip: Additional formatting options are available from the Format Error Bars panel that opens after selecting More options from the fly-out menu.

Moving a chart to different worksheet

Charts are first added to the same worksheet as the data. They can then be placed on a new, separate worksheet.

Moving a chart to a dedicated chart sheet

1. Select the chart > Design tab > Location group > <Move chart> button

2. Click the <New sheet> button > type a name > <OK> (The chart is now displayed on a separate sheet.)

Alternatively, click the <Object in> button > choose a worksheet from the dropdown list > <OK>. (The chart is moved to the named worksheet.)

Embedded charts or separate chart sheets?

Advantages Disadvantages

Embedded Charts

This happens

automatically when a chart is created. The chart has to be moved if required on a separate sheet.

Chart can be moved and manipulated on

the sheet

It can be aligned with source data

Print data with chart

Comments and drawing items can be connected from data to chart

Easily deleted, remember

the Undo command

Charts on a dedicated

chart sheet

More room for viewing and editing

Easy to print as it is a separate sheet within the workbook

Movement of chart is

limited

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BA LLB BASLLB BECLLB BSCLLB LLB LLB(G)

Sum of Take Home Exam 1 20% by Course



Chart types and use

Type Use

Column A column chart has vertical bars and shows data changes over a period of time or illustrates comparisons among items. Categories are organised horizontally, values vertically, to emphasise variation over time.

Columns display as 2-D, 3-D and stacked.

Axis can be repositioned to separate categories to display visual impact between categories.

Line A line chart shows trends in data over time with one or two sets of data; more than two sets require creativity with styles so they do not blend together.

Line charts combine well with column charts.

Pie A pie chart shows the percentage of the whole. It always shows only one data series and is useful when you want to emphasise a significant element.

The pie chart types are 2-D, 3-D and exploded.

Bar A bar chart plots bars as separate points to illustrate comparisons among individual items. Categories are organised vertically, values horizontally, to focus on comparing

values and to place less emphasis on time.

Bars can be placed side-by-side, as a cluster, stacked or 3-D.

Information is displayed bottom-to-top – This can be reversed by changing the series order.

Area Displays the magnitude of change over time.

X Y (Scatter) An XY (scatter) chart is used for plotting data over uneven time intervals. When

arranging data place X values in one row or column and Y values in adjacent rows or

columns.

This chart type is commonly used in the scientific and engineering areas, though crosses over into other areas.

Stock The high-low-close chart is often used to illustrate stock prices. This chart can be used for scientific data, to indicate temperature changes, crop yield projections and product

analyses.

Surface A surface chart measures two changing variables, useful when you want to find optimum combinations between two sets of data. As in a topographic map, colours and patterns indicate areas that are in the same value range.

Doughnut Like a pie chart, a doughnut chart shows the relationship of parts to a whole, and can contain multiple sets of data. Each ring of the doughnut chart represents a data series.

Bubble Compares values in sets of three, the first two values are used in the chart the third value determines the size of the bubble. To arrange your data place the X values in one row or column, and enter corresponding Y values and bubble sizes in the adjacent rows or columns.

Radar In a radar chart, each category has its own value axis radiating from the centre point.

Lines connect all the values in the same series.



Pivot Tables

Worksheet: “Functions”

A Pivot Table is an interactive table that summarises, organises and compares data in a worksheet. It can reveal patterns and relationships needed to analyse trends. Pivot Tables allow you to transpose rows and columns to obtain different views of the same data. It is more than a simple data table as you can group

information by date, by value, or by category and display varying levels of detail. This is useful for making informed decisions.

Pivot Table areas

Row Labels Defines what the rows in the table represent. In this example the Units in Stock and Category fields are displayed in a row

Column Labels Displays the items in a field vertically as column labels. In this example the Discontinued field is displayed as a column. The data is the same as the x axis of a chart

Values Contains the summarised data. These fields are usually numeric. The area where the data appears is called the data area. The different functions such as sum, average, max, min etc. can be applied to the data. The values are the same as the y axis of a chart.

Organise data

The data list must be well organised beforehand:

First row of list must contain column labels

Remove any totals (the Pivot Table will calculate them)

No empty columns or rows

Text columns, Number columns and dates cannot be mixed

Know what you want from the data

Pivot Tables can produce the following summary data: sums, counts, averages, maximum/minimum values, products, standard deviations and variances. You can also construct custom formulas if you wish. The most important part of creating an effective Pivot Table is to know what you want to see. So begin with specific questions you have about the data. For example:

What is the total course result for students, broken down by Course Type?

How many students Passed or Failed, broken down by Course Type?

What is the average course result for each Course Type?

2

1

3



Create a Pivot Table

Open the “Functions” Spreadsheet tab.

On the worksheet, select a range of data cells that you want to make into a table (this can also be set-up before entering the data). You can also just select the first cell of the table and it should automatically choose the appropriate data range.

1. On the Insert tab, in the Tables group, click Pivot Table. You can also browse through the Recommended Pivot Tables from the Insert tab.

TIP: The benefit of using a table for source data is that, if you add or remove a row of data, the source

data range will automatically update.

2. Choose to put the table in a New Worksheet.

3. Click OK.

A new worksheet called ”Sheet1” is added to the workbook. It displays the layout of the Pivot Table area and the Pivot Table Field List pane.

Pivot Table layout screen

To move fields to the pivot table, either:

Click in the check box

OR

Right click field and select where you want it to go

OR

Drag field from list to one the categories at the bottom of the pane



Using the field area

Fields that are non-numeric are automatically added to the Row Labels area of the report.

Numeric fields are added as Values.

The Report filter area is for fields that you want to use as a filter for the data: the table will display only row or column entries that match the filter criteria chosen.

To remove a field from the report clear the check box next to the field name. Fields can be moved to other areas of the Pivot Table Field List by clicking and dragging them around.

OR

Click the arrow at the right of the field name

Use one of the options that appear in the dialog box

To arrange the panes in the Pivot Table Field List in a different layout use the Tools drop-down menu on top of the pane.

TIP: If a field is added to the Values area and Excel doesn’t recognize that field as numeric values,

Excel will show the values in the Pivot Table as a count of records of that field.

Change function for data items

When you’re in the Pivot Table click on the column header containing the summary data (e.g. “Sum of Total”), then on the Analyze tab, in the Active field

group, click the Field Setting button

and select the summary type you want to change it to.

OR

Right click on the field in the Values area of the Pivot Table Field window and choose Value Field Settings and change the statistic from the menu.

Add a report filter

Use a report filter to focus on a subset of data in the report, such as a time span, or a demographic variable.

You can add filters for the whole pivot table, by placing a field into the Filter box in the Pivot Table Field area.

OR

You can filter fields which are already in the table by clicking on the drop-down button of a pivot table’s column header to display sort and filter options. Separate filter options are available based on whether the field is used as a row, column or value field.



Refresh data

When the information in the source data list is changed the Pivot Table must be updated.

1. Go to source worksheet and make the change.

2. Return to Pivot Table worksheet and right-click on the table and select Refresh. You can also refresh the table in the Analyze tab for the Pivot Table, and in the Data group click the Refresh button.

3. The Pivot Table will update.

If records have been added to the data list, the data range used to create the Pivot Table must be redefined.

1. Select a cell in the Pivot Table and in the Analyze tab, in the Data group click the Change Data Source button and select Change Data Source.

2. Make correction to data range.

Please Note: If adding rows in the middle of the Pivot Table’s data range, or if deleting rows, Excel will adjust the range. This is only necessary when rows have been added to the end of the cell range.

Using field settings

To change field number formats:

1. Select a cell within the data area

2. On the Pivot Table Analyze tab in the Active

field group clickthe Field Settings button

and then click the Number

Format button. Choose desired number format



To remove subtotals

Adding a second row or column field creates subtotals which might not be wanted.

On Pivot Table Design tab in the Layout group, click the Subtotals button and select from Subtotal

options.

TIP: If you turn off subtotals for a field and nothing seems to happen, you have made a common mistake. You need to

turn off the subtotal from the field that displays the subtotal, not from the field that contributes the values for the subtotal.

[OPTIONAL] Grouping Pivot Table data

If you have a variable, such as Dates, you can group different values together. In the example above the

bank data is grouped by days.

1. Click on a field you can filter, and on the Pivot Table Analyze tab in the Options group, select Group.

OR

Right click field where grouping is required



2. Choose grouping type. If more than one type of group

is required hold the Ctrl key while selecting types.

3. Enter values for starting/ending or choose time interval in By section or enter Number of days. Then click OK.

Creating data calculations

Sometimes you would like summaries for a combination of variables in your table (e.g., the total score

for both Examinations only). You can do this by creating special calculations to use as fields in your Pivot Table, rather than calculating a whole new variable in the data itself.

Creating a calculated field

Calculated fields can only be used in the Values area of the table.

1. Select a cell in the Pivot Table.

2. On Pivot Table Analyze tab, in the Calculations group, click the Fields, Items, & Sets drop-down, then click Calculated Field.

3. Enter a name for the calculated field (e.g. “Exam Total”)

4. Enter formula used to calculate field (e.g., =’Exam 1’+’Exam 2’)

5. Click Add then OK.

Creating a calculated item

Calculated items differ from calculated fields, in that they add an extra calculated row to rows, or an extra column to columns (E.g., Total for all “BA” courses). Calculated items can only be placed in the row or column areas. Please Note: you cannot include a calculated item if you wish to report Averages,

Standard Deviations or Variances.

1. Select a cell within a row or column field of the Pivot Table. The cell must represent what the calculated item is to be based upon (e.g., “Course”).

2. Choose the Pivot Table Analyze tab, in the Calculations group, click the Fields, Items, & Sets drop-down, then click Calculated Item.

3. Enter a name for the calculated item (e.g. “BA Total”).

4. Enter formula used to calculate field (e.g., =’BA LLB’+’BASLLB’)

5. Click Add then OK



Shortcut keys

Workbook Basics

Ctrl + N Opens a new workbook F11 Creates a chart from worksheet data

Ctrl + O Opens the default directory to access an existing workbook

Ctrl + 9 Hide selected rows

Ctrl + S Saves a workbook Ctrl + Shift + 9 Unhides hidden rows in selection

F12 Save as Ctrl + 0 Hide selected columns

Ctrl + F4 Closes a workbook Ctrl + Shift + 0 Unhides hidden columns in selection (Has been removed

from official list. May work with Windows XP.)

Alt + F4 Exits application

Navigation

Ctrl + F6 Move between workbooks Home Move to beginning of row

Ctrl + PgUp / PgDn

Move between worksheets Ctrl + Home Move to beginning of worksheet

Move one cell up, down, right or left

Ctrl + End Move to end of worksheet

Ctrl + Move to edge of data region

Selecting Cells

Shift + Spacebar

Select a row Ctrl + A Select entire worksheet

Ctrl + Spacebar

Select a column Shift + Home Select from current cell to beginning of row

Selecting a Region

Ctrl + Shift +

Select to the end or beginning

of the current row or column within the region

Ctrl + Shift + * Select the whole current region

Formatting

Ctrl + B Bold the selection Ctrl + Shift + % Apply Percentage format

Ctrl + I Italicise selection Ctrl + Shift + # Apply Date format

Ctrl + Shift $ Apply Currency format Ctrl + Shift + @ Apply Time format

General

Ctrl + C Copies selected data Ctrl + H Opens replace dialog box

Ctrl + X Cuts selected data Ctrl + G or F5 Goto a cell or range name

Ctrl + V Pastes from clipboard to where cursor is positioned

F7 Spelling

Ctrl+ P Print Ctrl + on number pad

Inserts a cell, row or column

Ctrl + F Opens find dialog box Ctrl – on number pad

Deletes a cell, row or column

Ctrl + Z Undo F4 Repeats last action



Other resources

Training notes

To access training notes, visit the Research & learn webpage anulib.anu.edu.au/research-learn

and select the skill area followed by the relevant course. You can register for a workshop and

find other information.

Research & learn how-to guides

Explore and learn with the ANU Library’s how to guides (anulib.anu.edu.au/howto). Topics

covered are:

Citations & abstracts

E-books

EndNote

Evaluating Sources

Finding books and more

Finding journal articles and more

Finding theses

Increasing your research impact

ORCID iD (Open Researcher and

Contributor ID)

Research Data Management

Text and Data Mining

Topic analysis

Subject guides

Find subject-specific guides (anulib.anu.edu.au/subjectguides) and resources on broad range

of disciplines. Such as:

Asia Pacific, Southeast Asia and East

Asian studies

Business, economics, art, music and

military studies

Criminal, human rights and taxation

law

History, indigenous studies, linguistics

and philosophy

Biological, environment, physical &

mathematical sciences, engineering &

computer science, health & medicine

Navigating the sea of scholarly communication

An open access course designed to build the capabilities researchers need to navigate the

scholarly communications and publishing world. Topics covered include finding a best-fit

publisher, predatory publishing, data citations, bibliometrics, open access, and online research

identity. Five self-paced modules, delivered by international and local experts/librarians

(anulib.anu.edu.au/publishing).

Online learning

Online learning is available through ANU Pulse, which can be accessed from both on and off

campus by all ANU staff and students (ql.anu.edu.au/pulse).

Modules available in ANU Pulse

Microsoft Office (Access, Excel, OneNote, Outlook, PowerPoint, Project, Visio, Word)

Microsoft Office (Mac)

Adobe suite (Illustrator, Photoshop)

Type IT

Training

A range of workshops are offered to help with your academic research and studies

(anulib.anu.edu.au/training-register).

Feedback

Please provide feedback about workshops on the online feedback form (ql.anu.edu.au/survey).

https://anulib.anu.edu.au/research-learn

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